Virtual Assistant – Podcast Operations, Outreach & Systems

We’re looking for a highly organized, proactive Virtual Assistant to support the growth of a new podcast and related creative impact projects. This role blends admin, research, communications, and lead generation — perfect for someone who loves meaningful work, pays attention to detail, and enjoys helping a heart-led mission grow.

About Us
This is a podcast sharing the real conversations cancer patients and survivors wish they’d had sooner — featuring survivors, doctors, healers, and experts across conventional and integrative care. Our work centers honesty, empowerment, and access to information, while also expanding into documentary, community, and impact-driven media projects.

You’ll be supporting the founder directly with a mix of podcast coordination, growth, outreach, and organizational tasks that keep everything running smoothly.

What You’ll Do
•Podcast, Operations & Systems Support (12 hrs/week)
•Research and organize guest leads (survivors, medical professionals, healers, and thought leaders)
•Draft and send outreach emails and DMs
•Manage and support outreach and sales pipelines inside GoHighLevel (contact tagging, follow-ups, tracking responses)
•Log guest info, status updates, and notes in Notion, Google Sheets, and GoHighLevel
•Help coordinate podcast scheduling, prep, and recording logistics
•Reply to podcast comments, DMs, and engage with the community
•Support one daily accountability or working-session post/message
•Help create, document, and improve systems and SOPs for podcast operations, outreach, and admin workflows

Personal Projects, Sales & Lead Generation (8 hrs/week)
•Research and outreach to potential partners, sponsors, collaborators, and sales leads aligned with the podcast mission
•Support and manage sales outreach campaigns in GoHighLevel
•Track leads, responses, and next steps to ensure consistent follow-up
•Support consistent social growth
•Research companies for possible video, podcast, or partnership opportunities
•Assist with email drafting, scheduling, and task tracking
•Support light travel booking, referrals, and miscellaneous founder support tasks

Admin, Finance & Personal Assistant Support (6 hrs/week)
•Handle general admin and personal assistant tasks (calendar management, inbox support, file organization, reminders)
•Help build and maintain organized digital systems across email, files, Notion, and Google Drive
•Track expenses, invoices, and basic financial records in spreadsheets
•Support simple financial tracking for podcast and project budgets (no accounting required)
•Prepare weekly summaries and reports (outreach activity, bookings, expenses, priorities)

You’ll Thrive Here If You’re:
•Proactive — you see what needs doing before being told
•Organized — you love systems, spreadsheets, and clean workflows
•Detail-oriented — you catch the small things others miss
•Persistent — you follow through and don’t mind repetitive tasks
•Mission-driven — you care deeply about health, storytelling, and impact
•Communicative — you’re clear about task preferences, share updates regularly, and speak up if something feels unclear
•Kind & positive — you bring good energy, grace, and ease to collaboration
•Trustworthy — you handle sensitive topics, platforms, and accounts with care and confidentiality
•Responsive — you reply promptly and keep communication consistent

Requirements
•Comfort working inside GoHighLevel (or strong willingness to learn quickly)
•List building/outreach experience
•Basic financial and analytics tracking experience (spreadsheets, expense tracking)
•Excellent written and verbal English
•Strong organizational and research skills
•Experience with Google Drive and Notion (or willingness to learn quickly)
•Experience with managing and growing social media accounts
•Available for 2 calls/week and partial overlap with California (PST) hours
•Bonus: experience with podcast booking, lead generation, social media growth, or health/wellness media